Outlook 2016
Tips & Tricks
Shortcuts and timesavers for
Press these keys:
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1. Get to your inbox fast
Just started up your computer and want to see your inbox right away? Try this.
Type outlook and then press the Enter key.
When Outlook starts, press these keys to create a new email message:
Add your recipients, a subject line, and then write your message.
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4
+
R
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N
Ctrl
How is the presentation coming along?
2. Stop hunting for attachments
Recently worked on something? Don’t search for it — it’s likely already on the Attach File menu.
Save a file in any
app. Create a new message.
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On the ribbon, clickMessage.
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Click Attach File.
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5
Select a recently saved file from the list.+
N
Ctrl
3. Where’s the Bcc field?
Sending out an email to a bunch of people? Turn on the Bcc field so they can’t see the recipients. Nor can they reply to all of the them. Here’s how to bring up the Bcc field.
Create a new
message. On the ribbon, click Options.
You’re
done!
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The Bcc field shows up.
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Click the Bcc
button.
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Bcc is sticky! What does that mean? It means that after you show it the first time, it will always show up from that moment on. If you turn it off — that’s sticky, too! It will stay off in that case.
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4. Get rid of outdated Auto-Complete addresses
Start typing a name, and you’ll see the Auto-Complete list.
Auto-Complete addresses are handy — except when they’re not. Here’s how to delete them.
Want to delete all Auto-Complete suggestions? You can. Go To File > Options > Mail. Scroll down to the Send messages section. Then either click the Empty Auto-Complete List button, or uncheck Use Auto-Complete to turn it off.
Marlon Turman ([email protected]) Mariana Landry ([email protected]) Maggie Kahn ([email protected])
Matilda Donovan ([email protected]) Maura Zimmerman ([email protected]) Millie Davidson ([email protected]) M|
Margaret Lawson ([email protected])
On the right, click the X to remove the address.
Marlon Turman ([email protected]) Mariana Landry ([email protected]) Maggie Kahn ([email protected])
Matilda Donovan ([email protected]) Maura Zimmerman ([email protected]) Millie Davidson ([email protected]) M|
5. Know when to Delete and when to Archive
The Delete and Archive buttons are next to each other. Here’s when to use one versus the other.
VS
Delete
Archive
How it works
Does it reduce mailbox size?
Using the Delete button will
eventual-ly reduce the size of your overall
mailbox, that is, if the Deleted Items folder gets emptied.
It moves messages to...
The Deleted Items folder, which you probably empty from time to time. In some cases, your IT department may empty it for you.
Why it’s special
It’s the good old Delete button! Put plainly, it zaps away your message and eventually it will get deleted for good. (Well, unless you undo or recover it.)
Clicking the Delete button will get rid
of the message.
How it works
Why it’s special
It’s a one-click way to keep a message. No need to carefully file it into a folder or subfolder. One click, or tap, files it away for safekeeping.
It moves messages to...
The Archive folder. This is just another folder to keep messages.
Does it reduce mailbox size?
No. It keeps things, it doesn’t remove them or shrink your mailbox in any way.
Press these keys:
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6. Lightning-fast shortcuts for search
Need to find someone’s message really fast? Try these quick shortcuts.
Type Amy to find all messages containing the word “Amy.”
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+
E
Ctrl
Type this to find email from Amy.
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Amy
Your cursor automatically jumps to the Search box.
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from:Amy
Type this to find email from Amy that was received this week.
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from:Amy received:this week
Type this to find email from Amy that includes attachments.
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NOTE Not all email accounts allow you to set automatic replies. See https://aka.ms/alternativeAutoReply for workarounds if this feature isn’t available for you.
7. Set an Automatic Reply for your vacation
Go to Mail. Click File.
You’re
done!
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Click this option.
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Type your message,and then click OK.
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Click Automatic Replies.
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Call it what you will: “Vacation reply,” “Out of office” message, or “Automatic reply” — here’s how to set it up so that people know you’re out of the office.
8. Turn a message into a meeting
Got an email thread that begs for setting up a meeting? Here’s how to make that happen.
Open a message that needs to be turned into a meeting.
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Press these keys:The message turns into a meeting invitation with attendees. Set your Location, the
Start time,and End time. Click Send and your meeting is all set up.
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I’m trying to think what we should do? Anne, what do you think? Option 2? Jeffery? Thoughts? I’m torn. Julian? Your opinions? I’m thinking there are pros and cons for each...
To Anne Gaines; Jeffery Groce; Julian Hargrave
RE: Decision???
+
Alt
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R
Ctrl
We need to make a decision Conference Room 1000
9. Jump around Outlook with ease
Sometimes you need to be in your calendar, and then quickly switch back to mail. Here are some shortcut keys that can help you do that.
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Ctrl
Ctrl
+
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...takes you to
.
...takes you to
Calendar
.
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Ctrl
Ctrl
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10. Add a personal signature to messages
On the right, choose an email account.
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Click Signatures...
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Signatures can be fancy, or very plain. Regardless of your style, here’s how to create one:
On the left, click
New.
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Under New message, select your signature.8
Type a name for the signature.
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Make the signature.11. Change the Outlook colors
Click Options.You’re
done!
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Select another theme.4
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Click OK.On the right, look for Office Theme.
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When you first install Outlook, it may appear too bright for you. If you want different parts of the Outlook interface to stand out, here’s how to pick a different color theme.
This works across all of your Office apps. Please note that if you change your Office Theme, it will change all of your Office app colors — from Outlook, to Word, to Excel, and so on.
Click File.
12. Find your Outlook on the web address
Click Info, and if your company has Outlook on the web, it will appear there.
You’re
done!
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Click the link to check it out.
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Sign in to see whatit looks like.
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Your company might provide you with Outlook on the web. That’s a way to check your work email when you’re not at your desk. Here’s how to find the web address for it.
Click File.
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Account Settings
Change settings for this account or set up more connections. Access this account on the web.
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